Meeting FAQ

How will reimbursements work?

Please keep all receipts from your travel (airfare, ground transportation--which may include public transit, taxi/ride-share, rental car, rental car gas, parking, mileage, etc.--and allowable incidentals).  Lodging and food are included, as is parking if needed (see details below).  Reimbursements will be for flights and travel up to $800, which is the cap on funding we have available.  A few of you have asked about flying in early or staying late--that is no problem for us, although the dorms will not be available--just make a copy of your flight costs for arriving/departing on the 28th/31st versus the flight you purchase.  As long as the costs are similar, it should be no problem.

Reimbursements will happen after travel has been completed. To process reimbursements as quickly as possible, we will submit all reimbursements at once after the conference.  This means that you have until Friday, August 16th, 2024 to submit your travel log and receipts, no exceptions. Reimbursements will be processed within 6-8 weeks from the deadline of 8/16/2024.

Regardless if you have attended a previous event at the Colorado School of Mines, you will need to submit a W-9 (U.S. citizens) or W-8BEN (international). We cannot reimburse you unless these documents are submitted and the earlier you submit the better.  Details of reimbursement:

• For security purposes, you will need to submit your W9 through the secure portal at the following link:  https://wd1.myworkdaysite.com/supplier/mines/Prospective_Suppliers

• Select "Vendors: Submit a W9" and fill out the electronic form to the best of your ability and upload your W9 into this secure portal. (or submit a W-8BEN for international travelers)

• NOTE:  You can choose to be reimbursed via check or ACH. If choosing ACH, please make sure to include your banking information at the time you submit your W9 or W8-BEN.

• Please put "CPES Reimbursement" as the Mines contact name and the email address “Learn@mines.edu" under the Colorado School of Mines Department Info section.

• As an individual, please select “Individual” under the Federal Tax Classification.

• Please type “N/A” into the  SAM.gov/UID section

• Select “I am not a PERA retiree” under the Colorado PERA information section (unless you happen to be a CO PERA retiree.)

Contact ksingha@mines.edu and learn@mines.edu with any questions about reimbursement.

What do I need to know about travel to Golden?

• If you are driving: We'll just need your total mileage--there is no need for receipts.  (See details below for parking.)

• If you are flying: The airport to fly into is Denver (DEN).  There is a train that goes from the airport to Golden, which is one easy way to get here. When you land in DEN, take the little airport train to the main terminal, and then head toward the "transit center" and the airport Westin.  You'll walk outside and go down the escalator outside to the real train.  The A line runs from the airport to Union Station, and you can buy a ticket before you get on the train--just buy the all-day/airport pass that's ~$10 (we will also reimburse these costs).  The train leaves every 15 minutes so no worries about planning. Once on the train, take it to the last stop--Union Station.  You'll come into either track 1 or 2, from there *don't* go inside Union Station, but go down the escalator that goes under the tracks you came in on.  Walk all the way to the other end of the underground tunnel, and then take the escalator at the far end back up.  Walk outside, and board another train on the far track (there are only two, and the first track is delivery only, no one gets on on that track, so it’s not too hard).  You'll take the W line from here to Golden/JeffCo Gov't Center, which is also the last stop.  (Note some trains end at the Federal Center.  If you end up on one of those, you'll have to wait 15 minutes for the next train to get one that goes to Golden.) You don't need another ticket, the one you got at the airport is good for both.  From there, you'll be able to take the FlexRide bus from train station to the Mines campus--it'll drop you off in front of Guggenheim, which has a gold dome and is hard to miss.  Again, you won't need another ticket, but you may want to call them and confirm that they will be there when you arrive, as that bus has a schedule I can't quite figure out as the website is not up to date.  You can also take a shuttle from the airport or an Uber/Lyft from the train station in Golden.

Note that it will take a couple of hours, on the outside, to arrive on campus from the time you land, but this is a safe number to work with.

How Does Parking ON CAMPUS work?

You will be given a code for parking that will need to be entered daily at any of the general or commuter lots.  Good parking areas are the CTLM lot (location I-8 on this campus map) or Lot D (location G-4) or the parking garage (location E-5).  

Temporary parking permits are acquired using the parking payment stations located in all parking lots that are open to the public.  At the payment station:

1. Press the green button located at the lower right of the station. 

2. On the screen in the middle of the station, tap the “Code” button.

3. Enter the provided code.

4. When prompted, enter your vehicle’s license plate number.

5. Take your receipt — which is your temporary parking permit — and display it, face up, on the dash of your vehicle. 

6. If you need assistance using the station or experience a problem, contact Parking Services at 303.273.3100.

How does check in work? Where is housing on campus and what is provided?

You will be staying in housing on campus, at Spruce Hall, which is at location J-6 on this campus map.  All rooms are singles, and 2-3 rooms will share a bathroom.  Guests are provided linen in their room, which includes one pillow, one pillowcase, one mattress pad, one fitted sheet, one flat sheet, one blanket, two bath towels, one hand towel, and one washcloth. Guests must provide any additional items.

Mines Market, where you will have breakfast, is in Elm Hall (located at I-5 on the above map), right across the walkway.

Check-in is from 4-10 pm (when we have someone staffed at the front desk), and check-out is before 10 am. If you need to arrive after 10 pm let us know.  For check out, we can store luggage at Spruce Hall after 10 am or you can bring it to the classrooms with you for the morning sessions.  The icebreaker on Monday is from 5-8 pm after you check in.

Where is the meeting on campus?

This computer-based workshops will likely be held in Berthoud Hall, at location G-6 on this campus map.  The computer lab (Room 201) is just past the bathrooms and elevator on the 2nd floor.

What dress is appropriate?

No specific attire is required or expected for attendees. You should wear something that is comfortable and appropriate for the weather. Note that Golden, Colorado, the location of Colorado School of Mines, is situated at the foot of the Rocky Mountains. The elevation of campus is approximately 5,800 feet (1,800 meters) above sea level. Due to the proximity of the Rocky Mountains and the city’s altitude, temperatures can vary widely from the norm on a day-to-day basis.

Current weather information and near-term forecasts are available here.

Visitors unaccustomed to the combination of Golden’s altitude and generally dry climate are encouraged to drink plenty of fluids to avoid dehydration and to be cautious if engaging in rigorous exercise given the elevation. That said, there are lots of nice hiking/walking/running paths in town if you are interested.

What sort of accommodations are available?

We want this meeting to be welcoming to everyone.  A few things that might be of interest:

• The building where we'll be meeting has elevators if anyone needs them.

• There are non-gendered bathrooms on the main (lower) level of the Student Center, right outside of the Financial Aid office.

• Speakers will have microphones.

• Vegetarian, vegan and gluten-free options will be available at every meal, and there are options for those with other allergies.  More information can be found about dining at Mines Market, where most of our meals are, here.

While the Mines campus does not have child care available, there are some local places to reach out to you if you need, including KinderCare and Golden Explorers School-Aged Childcare, which do drop-ins.

Do you need something else you don't see here?  Please let us know.

What is expected of the "lightning talks" on Tuesday?

This quick pop-up is just a chance to see who's at the meeting, what they're working on, and hopefully motivate you to meet some new colleagues.  You can bring two slides, or just stand up and talk--it is totally up to you.  There are no trick questions here--just you introducing who you are and where you're visiting from, as well as your interests in earth/environmental science.

Should I Bring a computer?

Yes! You'll be working primarily on your own computer, so you can take away a (hopefully!) functioning code on that machine when you leave. Guest wireless is available on campus--just click on MinesGuest when you get here and follow the prompts.

WILL THIS MEETING BE ONLINE/RECORDED?

Because a big part of this meeting is getting people to interact with one another, there is no hybrid or online portion, and sessions will not be recorded.  If you are interested in learning more about the critical zone, we have great videos you can watch here.